JOHANNESBURG

UNIVERSITY OF THEWITWATERSRAND,

Part of the Wits Justice Project “Know Your Rights” series

How to obtain transcripts from the Court

This document has been produced with the financial assistance of the European

Union. The contents of this document are the sole responsibility of the Wits Justice

Project (WJP) and can under no circumstances be regarded as reflecting the

position of the European Union.

In 2015, the WJP received funding through generous donations from the Raith

Foundation, Open Society Foundation for South Africa, Canon Collins

Educational and Legal Aid Trust, the Joffe Trust Foundation, the Claude Leon

Foundation, and the European Union.

Please note:

The Wits Justice Project is not a legal firm; we are a group of journalists and

researchers. We are offering legal information, rather than legal advice. Please

consult a qualified lawyer or paralegal if you need legal advice.

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What are court transcripts?When an accused attends a court proceeding, for example a bail application or a

trial, the proceeding may be taped. Court transcripts are the written account of the

recordings of court proceedings. These documents are meant to be a ‘word-for-

word’ record of everything that occurred during a proceeding, including bail

applications, witness testimony, attorney or questions, and court decisions.

The court transcript provides a written record of what occurred during the trial or

proceeding. They are important because it makes sure that an accused who wants

to challenge the outcome of his or her court proceeding (for example through an

appeal or review), is able to use the transcripts of his or her initial court case to

show that there are sufficient grounds to challenge the court’s decision.

There are two ways in which an accused is able obtain the transcripts to his or her

trial. The first is by lodging an appeal or review of his or her case, and the second is

by sending a notice of request to the court to ask for a copy of the transcripts.

The procedure for obtaining court transcripts is similar for both the Magistrates

Court and the High Court. The next few pages provide guidance of how an

accused can go about obtaining transcripts in both courts.

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Criminal Jurisdiction in the CourtsMost criminal cases originate in the Magistrates Courts unless it is a very serious

offence. Magistrates Courts are divided into district or regional magistrates courts.

The difference between these courts lies in the type of cases and sentences they

are allowed to impose—this is known as a court’s “jurisdiction”. In the law,

jurisdiction refers to a particular geographic area over which a court has legal

authority, and also relates to the type of cases it can hear and sentences it can

impose.

District Magistrates Courts are the lowest of all magistrates courts, and cannot

hear any cases where an accused is charged with the offences of treason, murder, 1rape, or compelled rape. District Magistrates Courts can only impose sentences

that do not exceed three years. This means that District Magistrates Courts

generally only hear cases that involve offences which are not very serious or “petty

crimes”.

Regional Magistrates Courts can hear any case other than cases where an

accused is charged with treason. The Regional Magistrates Court can impose 2sentences that are longer than three years, but may not exceed 15 years. Both

the District and Regional Magistrates Court are limited to a particular geographic

region where it has legal authority. This means that the Randburg Magistrates

Court can only hear cases which occur in that area.

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High Courts also have the ability to hear criminal cases. They fall into the grouping

known as the “superior courts”, which include the High Courts, the Supreme Court

of Appeal and the Constitutional Court of South Africa. High Courts are able to hear

a case for the first time, while the Supreme Court of Appeal can only hear cases

that have been heard first by the High Court and then appealed to the Supreme

Court. The High Court is a court of first instance (court a quo), which means that a

case can be started in the High Court, but it also operates as a court of appeal for

the Magistrate’s Court within its area of jurisdiction. The Constitutional Court is the

legal authority on all constitutional matters, and will only very rarely hear a case

that has not come to it on an appeal.

High Courts generally have a

larger geographical area of

l e g a l a u t h o r i t y t h a n a

Magistrates Court, and are

ab le t o impose h i ghe r

sentences than a Magistrates

C o u r t . T h e C r i m i n a l

Procedure Act (51 of 1977)

that a H igh Cour t may

sentence an accused to

imprisonment, periodical

i m p r i s o n m e n t , fi n e ,

correctional supervision,

imprisonment from which the

accused may be placed under correctional supervision, committal to an institution 3 established by law, or a declaration as a habitual criminal. The High Court is not

limited to the length of sentence it can impose, unless there is a law relating to

mandatory sentencing attached to a specific crime. South Africa has some law

regarding minimum sentencing for certain categories of crimes which the courts 4must comply with, unless special circumstances otherwise exist.

1 Section 89 of the Magistrates Court Act 32 of 1944. Compelled rape is defined as “any person ('A') who unlawfully

and intentionally compels a third person ('C'), without the consent of C, to commit an act of sexual penetration with a

complainant ('B'), without the consent of B, is guilty of the offence of compelled rape.” See Section 4 of the Criminal

Law (Sexual Offences and Related Matters) Amendment Act 32 of 2007. 2 Section 92 of the Magistrates Court Act 32 of 1994 provides for the limitations on the type of sentences a Magistrates

Court may impose.3 Section 276(1) of the Criminal Procedure Act.4 See section 51 and Schedule 2 of the Criminal Procedure Act which sets out the minimum sentencing guidelines.

District MagistratesCourt

Regional Magistrates

Court

High Court of South Africa

Supreme Courtof Appeal

Constitutional Courtof South Africa

Is the highest court in the land, and will hear appeals from the Supreme Court of Appeal, or will confirm constitutional judgments made in the High Court

Appeals to

Appeals to

Bothappeal to

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Transcripts in the Magistrates CourtAccording to the Magistrate’s Court Rules, there are two ways in which an

accused is able obtain the transcripts to his or her trial. The first is by lodging an

appeal or review of his or her case to the High Court. The second is by sending a

notice of request to the Clerk of the Magistrate’s Court to ask for a copy of the

transcripts.

Option One: Lodging an Appeal or Review

When an accused lodges an appeal under section 309(1)(a) of the Criminal

Procedure Act, or a review in terms of section 302 of the Criminal Procedure Act,

the Clerk of the Magistrates Court must compile the record of the case and submit

this to the judicial officer who will be hearing the appeal or review in the High Court.

The record will include any shorthand notes taken during the original trial, as well

as a transcription of any recordings of the original case. This is an automatic

process that is required by Rule 66(1) of the Magistrates Court Rules and the

Criminal Procedure Act.

U s u a l l y, t h e a c c u s e d ’ s l e g a l

representative will apply for an appeal

or review orally at the close of the

accused’s initial trial, although it is

possible to apply for an appeal or

review after the close of proceedings

on paper. Once an appeal or review

has been lodged, the Clerk of the

Magistrates Court will locate the

recordings of the trial and send them to

the transcribers. Once the trial has

been transcribed, the transcription will be returned to the Clerk and forms part of

the record of proceedings. The Clerk of the Magistrates Court will only be able to

locate the recordings of the proceedings if the accused (or his or her legal

representative) provides the Clerk with the case number of the trial.

To obtain copies of the transcript in a case of appeal or review, an accused may

apply to the Clerk of the Magistrates Court for a copy of the transcript in terms of

Rule 66(4) of the Magistrate’s Court Rules. In most cases, an accused will be able

to request his or her legal representative to go to the Magistrates Court and obtain

a copy of the transcript on his or her behalf. If the request is made during the

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appeal or review process, the State will cover the cost of the copying of the

transcript.

If an accused does not have a legal representative who can go to Court on his or

her behalf, it is possible to write a letter to the Appeal’s Clerk to request a copy of

the transcript. In this case, payment for the copying of the transcripts may be

requested before the Clerk of the Magistrates Court will provide the transcripts.

If an accused is unable to pay for the costs of the transcripts, he or she may apply

to the Court and request that transcripts be released for a reduced fee or for free.

The accused must show the Court that there are good reasons for requesting the

transcripts, and show that he or she is unable to afford the costs of the transcripts

due to personal circumstances. This application must be made in terms of Rule

66(9) of the Magistrate’s Court Rules.

Once an application has been made, the Clerk will send a notice to the Legal Aid

Board to determine whether the accused complies with the requirements for

obtaining State-funded transcripts, and also to determine whether the Legal Aid

Board can be of any assistance in the case. Once a reply has been received from

the Legal Aid Board, the Clerk will arrange for the transcripts to be transcribed and

have them posted to the address of the prison where the offender is being housed.

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Rule 66(1)

of the

Magistrate’s

Court Rules

Rule 66(4)

of the

Magistrate’s

Court Rules

Accused lodges an appeal

under section 309(1)(a) of the

CPA OR a review in terms of

section 302 of the CPA

The clerk of the court compiles the

record of the case and submits it to

the judicial officer in the High Court

who will hear the appeal / review

An accused may apply to the

clerk of the court for a copy of

the transcript

The clerk of the court will locate the

recordings of the trial and send

them to the transcribers

Once the trial has been transcribed,

the transcription will be returned to

the clerk of the court and forms

part of the record of proceedings

The accused is able to send his or

her legal representative to obtain

copies of the transcripts from the

clerk of the court

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Option Two: Application for Transcripts in terms of Rule 66(4)(a) of the

Magistrate’s Court Rules

The second way to obtain transcripts is to apply for them from the Clerk of the

Magistrate’s Court in terms of Rule 66(4)(a) of the Magistrate’s Court Rules.

Anyone can apply for transcripts of a case under this Rule, however, the court will

not release transcripts without first obtaining payment for the transcripts being

requested.

The payment for the transcript must be given to the Clerk before he or she will

order a copy of the transcripts to be made. The costs of the transcripts will vary

depending on how long the recordings of the case are. In general, however, a

rough estimate of R25.00 per page is charged.

Anyone can apply for transcriptsof a case from the clerk of the court

The court will not release transcriptswithout first obtaining payment

for the transcripts being requested

The payment for the transcript must be given to the clerk of the court

Once the transcribers have completed the transcription it will be sent back

to the Court and the accused can ask hisor her legal representative or a friend/

family member to collect the documents

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The processing times of the

transcripts are extensive, and

depend on the length of the

recordings, the ability of the court

to locate the disks, and the backlog

of cases being requested. If all is

working in order and the CD /

recording of the trial has been

located, the transcribers say that

the usual processing time for an

average transcription is between

six weeks and two months. This

does not include the time it takes

for the transcripts to be delivered

back to the court.

Transcripts in the High CourtObtaining transcripts from the High Court is a very similar process to that in the

Magistrates Court.

An accused who has lodged an appeal or review from the High Court to the

Supreme Court of Appeal will follow a similar process. In terms of the Uniform

Rules of the High Court, an accused who lodges an appeal may request a copy of

the record of proceedings from the Registrar of the High Court upon the payment

of a fee (Uniform Court Rule 52(c).

If the accused cannot afford the fee for the record, he or she may apply to the

Registrar of the High Court in terms of Uniform Court Rule 52(2), who will make a

final decision on the matter.

Accused who have had their cases heard in the High Court may similarly apply to

the Registrar of the High Court under Uniform Court Rule 39(19) for a copy of the

record of proceedings upon payment of a fee.

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Tracking your

TranscriptsIt can be very frustrating to try and

locate transcripts within the court

process. Some courts are very

overburdened and struggle to process

the thousands of applications for

transcripts daily. Depending on which

court your case was heard at, the time

periods for obtaining transcripts can

be lengthy.

In order to track the progress of your transcripts, you must ensure that you have

the case number of your trial, and a copy of any applications made to the Clerk of

the Magistrates Court or Registrar of the High Court in respect

of your transcripts.

The Clerk or the Registrar are usually the best people to contact when it comes to

finding out where your transcripts are. If possible, the best option is to ask your

legal representative to go to court on your behalf. If this is not possible (as will

usually be the case where a legal representative works with Legal Aid South

Africa), it can be useful to ask a friend or family member to go to court to find out

where your transcripts are.

Another option is to contact iAfrica Transcriptions who are the most common

company used to transcribe court documents by courts in Gauteng. Contacting

iAfrica may help to determine whether your recordings have been sent to the

transcribers and how much longer it will take them to complete the transcription.

iAfrica Transcriptions details are as follows:

PRETORIA OFFICE: 012 326 1881

JOHANNESBURG OFFICE: 011 333 8989

POLOKWANE OFFICE: 015 291 5522

CAPE TOWN OFFICE: 021 425 0975

GEORGE OFFICE: 044 871 0846

EMAIL: info@iafricatranscriptions.co.za

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